Jobs for People with MS: National MS Society

Administrative Specialist - Hybrid

At a glance

Position:Administrative Specialist - Hybrid

Primary Location:Freeport (TX, USA), Texas, United States of America

Schedule:Full time

Date Posted:06/18/2024

Job Number:R2052684

Position Type:Regular

At Dow, we believe in putting people first and we’re passionate about delivering integrity, respect and safety to our customers, our employees and the planet.

Our people are at the heart of our solutions. They reflect the communities we live in and the world where we do business. Their diversity is our strength. We’re a community of relentless problem solvers that offers the daily opportunity to contribute with your perspective, transform industries and shape the future. Our purpose is simple - to deliver a sustainable future for the world through science and collaboration. If you’re looking for a challenge and meaningful role, you’re in the right place.

Dowhas an exciting and challenging opportunity for anAdministrative SpecialistinFreeport, TX! The role will align to Dow's Design Your Day approach and allows employees flexibility by choosing when to work remotely and when to attend on-site activities based on project work and role needs.

About you and this role

As an Administrative Specialist, you will align with the Dow Services Business/InfraCo organization in providing support of day-to-day administrative activities. The primary responsibility of this role is to support up to 25 team members of the USGC (United States Gulf Coast), including CADCOM (Contract Administration & Compliance) and Portfolio Management teams to various degrees.

As a member of Dow Services Business (DSB), you will provide administrative support in performing the responsibilities identified below, special projects, and other assignments for the team.

Responsibilities

• Serves as the Lead Admin for the USGC for the DSB/InfraCo Organization

• Performs daily administrative responsibilities for leaders/work group/department (manages calendars, expense reporting, phone coverage, collecting and recording personal contact information)

• Provides Document Administration support as required by the DSB Information Technology Analyst supporting all I/T (Information Technology) platforms:

• File Share Directories (FSM)

• Management of Change (MOC); WebMOC Admin user On-Boarding

• Outlook Distribution Lists

• Proprietary Classification Guidelines

• Records Management Policies

• SharePoint creation, maintenance, and permissions

• WebEDMS (Electronic Document Management System)

• Writing Skills/ Developing Policies and Procedures/Information Mapping

• Assists Directors with annual performance review process (coordinates performance review meetings, sends requests for feedback, and maintains a high-level of discretion and confidentiality for sensitive issues)

• Serves as Facilities Work Group Focal Point for Lake Jackson DSB & Univation Infraco groups (as required)

• Arranges personnel office space and office equipment

• Arranges both domestic and international travel (flight, hotel, and transportation accommodations).

• Prepares detailed travel itinerary including flights, hotels, car rental, and passport information.

• Processes visa and passport forms, as necessary

• Serves as work group auditor for quarterly clean desk audits (performs audit, records, and communicates results quarterly)

• Serves as On and Off-Boarding Admin Delegate for new team members and provides orientation for office procedures, equipment, ordering needed supplies and equipment

• Serves as Department Safety Warden to provide safety orientation to new team members and refresher training as needed

• Plans, schedules, organizes, purchases supplies, and facilitates meetings and/or organization events

• Places supply orders for needed supplies for DSB team members and reconciles supply purchases on procurement card

• Reconciles monthly Director and Global Managers credit card purchases using appropriate finance software (Concur)

• Submits work request updates using Tririga software

• Assists with special request projects as needed (M&A activities, audits, financial data requests, off boarding)

• Runs various reports weekly and monthly using SAP

• Meets all safety requirements and attends safety training programs

• Submits visitor requests for Dow badges, including filing Foreign National forms and yearly renewals

• Processes and delivers office mail

• Manages a FedEx account

Qualifications

• A minimum of a High School Diploma or GED equivalent

• A minimum requirement for this U.S. based position is the ability to work legally in the United States. No visa sponsorship/support is available for this position, including for any type of U.S. permanent residency (green card) process

Preferred Skills

• Experience with Dow systems

• Familiarity with systems, best practices, and functions included in the scope of the DSB Organization

• Excellent communication skills (verbal and written), excellent grammar and proofreading skills to interact with cross-functional leaders, internal global teams and global counterparts within Dow, and external customer contacts

• Exceptional computer skills with proficiency in Microsoft Office tools: Word, Excel, PowerPoint, OneNote, Teams, Document Mapping, SharePoint

• Ability to work independently and collaborate with global teams across all levels of the company

• Ability to learn quickly, utilize good judgment, and have strong interpersonal decision making and problem-solving skills

• Ability to prioritize, organize, and manage multiple responsibilities simultaneously to meet established timing expectations

• Understanding the importance of working with and securing sensitive and confidential information and prior experience working with sensitive information

• Understanding of Dow’s Operating Discipline Management Systems (ODMS) and Document Management Systems (DMS) work processes

Additional notes

• This position does not offer relocation assistance

Benefits – What Dow offers you

We invest in you.

Dow invests in total rewards programs to help you manage all aspects of you: your pay, your health, your life, your future, and your career.  You bring your background, talent and perspective to work every day. Dow rewards that commitment by investing in your total wellbeing.

Here are just a few highlights of what you would be offered as a Dow employee:

• Equitable and market-competitive base pay and bonus opportunity across our global markets, along with locally relevant incentives.

• Benefits and programs to support your physical, mental and emotional well-being, to help you get the care you need...when you need it.

• Competitive retirement program that may include company-provided benefits, savings opportunities, financial planning and educational resources to help you achieve your long term financial-goals.

• Become a Dow shareholder through various employee stock programs.

• Opportunities to learn and grow through training and mentoring, work experiences, community involvement and team building.

• Workplace culture empowering role-based flexibility to maximize personal productivity and balance personal needs.

• Global Paid Time Off (PTO) policies:

• Paid time off for new parents (birthing and non-birthing, including adoptive and foster parents).

• ​Paid time off to care for family members who are sick or injured.

• Paid time off to support volunteering and Employee Resource Group’s (ERG) participation.

Join our team, we can make a difference together.

About Dow

Dow (NYSE: DOW) is one of the world’s leading materials science companies, serving customers in high-growth markets such as packaging, infrastructure, mobility and consumer applications. Our global breadth, asset integration and scale, focused innovation, leading business positions and commitment to sustainability enable us to achieve profitable growth and help deliver a sustainable future. We operate manufacturing sites in 31 countries and employ approximately 35,900 people. Dow delivered sales of approximately $45 billion in 2023. References to Dow or the Company mean Dow Inc. and its subsidiaries. ​​​​Learn more about us and our ambition to be the most innovative, customer-centric, inclusive and sustainable materials science company in the world by visitingwww.dow.com.

As part of our dedication to the diversity of our workforce, Dow is committed to equal opportunities in employment. We encourage every employee to bring their whole self to work each day to not only deliver more value, but also have a more fulfilling career. Further information regarding Dow's equal opportunities is available onwww.dow.com.

Dow is an Equal Employment Opportunity employer and is committed to providing opportunities without regard for race, color, religion, sex, including pregnancy, sexual orientation, or gender identity, national origin, age, disability and genetic information, including family medical history. We are also committed to providing reasonable accommodations for qualified individuals with disabilities and disabled veterans in our job application procedures. If you need assistance or an accommodation due to a disability, you may call us at 1-833-My Dow HR (833-693-6947) and select option 8.